Accounts Receivable & Billing Administrator (Fluent in French & English)

SUMMARY:
Accounts, Receivable, Billing, Administrator, Fluent, in, French, English,

POSITION INFO:

Accounts Receivable & Billing Administrator (12month Fixed-Term Contract)

Language Requirement: Fluent in French and English 

The Accounts Receivable & Billing Administrator will be responsible for providing comprehensive financial and administrative support across the billing, accounts receivable, landlord administration, invoicing and payment approval processes. The role requires a highly organised, detail-oriented individual with a strong administrative and financial background, excellent numerical skills and the ability to work accurately with financial systems, particularly Outrack 3 and Navision The successful candidate must be fluent in French and English, as the role will involve managing financial and administrative processes within a French-speaking business environment. 

Responsibilities 

A. Outrack 3 (OT3) Administration Landlord Administration Create and maintain landlord profiles on the OT3 system. Register new sites and ensure they are correctly linked to the relevant landlords. Upload and maintain all supporting documentation on OT3. Review flighting and deflighting photographs to ensure the accuracy and completeness of site information.

Verify site rental rates against agreed landlord contracts and ensure that payments are made at the correct rates. Identify opportunities to negotiate more favourable rental rates with landlords, where possible. Maintain and update landlord reports, ensuring that all creditor balances are accurately reflected. Sales Administration Verify that all sales bookings correspond with the relevant client purchase orders (POs). Ensure that client names, booking periods, rental amounts, production costs and site locations/numbers are accurately captured. Verify that all supporting photographs and documentation are attached to the relevant bookings. Investigate and resolve discrepancies between sales bookings and client purchase orders. 

B. Navision (NAV) - Billing and Invoicing Administration Prepare and process media and production invoices accurately and within required deadlines. Generate manual invoices and credit notes where necessary. Ensure that all invoice details correspond with the relevant contracts, purchase orders and supporting documentation. Load contracts, booking sites and client information from OT3 into Microsoft Dynamics NAV. Review and interpret Excel spreadsheets and billing instructions to ensure accurate invoicing. Verify that all contracts are correctly captured, processed and invoiced. Process, void and allocate credit notes accurately. Maintain proper documentation and audit trails for all billing transactions. Investigate and resolve invoicing discrepancies in a timely and professional manner. C. Payment Verification and Approval Administration Ensure that all payment requests are accurately reviewed, supported by the appropriate documentation and processed in accordance with company policies and approval procedures.

1. General Payments Verify that the following supporting documents are available:

• Cheque authorisation.

• Approved purchase order (PO).

• Supplier invoice.

• Bank cheque documentation. 2. Third-Party Site Rentals, Printing and Flighting Payments Ensure that payment requests are supported by:

• Approved cheque authorisation.

• Purchase order.

• Profitability breakdown.

• Client contract and/or purchase order.

• Supplier invoice.

• Client proof of payment.

• Bank cheque documentation. 3. Agency Commissions

• Verify that agency commissions are correctly captured on OT3.

• Ensure that applicable withholding tax is correctly deducted.

• For Cameroon transactions, ensure that withholding tax (WHT) of 5.5% is deducted from the total OT3 amount. 4. Salaries and Leave Pay Salaries: Verify salary calculations and supporting documentation. Check that sales commission calculations are accurate. Ensure that salesperson commissions have been reviewed and approved by Shamy before processing. Leave Pay: Verify leave pay calculations. Confirm that the applicable leave period and payment amounts are correct. D. Capital Expenditure (CAPEX) Administration Ensure that all capital expenditure requests are properly documented, approved and recorded before payment is processed.

2. New Billboards

• Verify that the business case has been approved

• Ensure that the approved CAPEX form is available.

• Verify the supporting cost sheet.

• Ensure that the relevant sales contract and/or client PO is attached. 2. Billboard Relocations

• Confirm that the business case has been approved

• Ensure that the completed and approved relocation form is available.

• Ensure that the CAPEX request form is completed and approved.

• Obtain and verify three quotations from different suppliers. CAPEX Monitoring and Control

• Maintain an accurate record of all approved CAPEX.

• Monitor expenditure against approved budgets.

• Ensure that payments do not exceed approved CAPEX allocations.

• Maintain complete supporting documentation for audit and reporting purposes. Minimum Requirements and Qualifications

• Relevant qualification in Finance, Accounting, Bookkeeping, Business Administration or a related field would be advantageous

• Strong administrative and financial background, with practical experience in financial administration, b